MiWorkspace Onboarding
- Kristen Nemchik Bolger
Illustration of the current TDx workflow for the MiWorkspace Onboarding request:
What Applies to All MiWorkspace Onboardings
Customers (Requestors) submitting this form may be Unit Admins or Hiring Managers
The Request ticket is assigned automatically via the workflow to the NIT Support Group for the Requestor’s Asset (which is an attribute on the Asset’s Location)
All MWS Onboardings (where hardware is needed) will have at least these 3 tasks and 1 Choice Step:
Prep for Day-1 task assigned to ITS-NIT (matches Request’s Responsible Group)
Day-1 Delivery task assigned to ITS-NIT (matches Request’s Responsible Group)
Provision Crashplan task assigned to ITS-SCComputeandCollabSupport
Source Hardware choice step assigned ITS-NIT (matches Request’s Responsible Group)
Unit - select this option if the unit or NIT already has the equipment and does not need Depot
Depot or New - select this option if any hardware is needed from Depot
May include items to be ordered, items from stock, or a mix of both
Depot or New Hardware Source Choice - Next Steps
Depot requires the following information from NIT to proceed with their piece:
List of items to be ordered & quantities needed
List of items to pull from stock at Depot & quantities needed
Specs of the computer to be ordered or pulled from stock
Hardware purchase Unit Approver & Shortcode (if known)
Build group for the computer (Otto or Izzy group)
How to trigger Depot once you’ve gathered the above information:
[Update] the NIT Verify Hardware task
Set the Percent Complete to 100% (this marks the task complete upon save)
Comment all of the info you’ve gathered
[Save] the task update (comment will be automatically posted to the Request feed too)
[Edit] the Request and modify the Onboarding Notes field to reflect the finalized hardware needs
If Depot does not receive sufficient information when their task generates, the Inventory, Build, and Logistics teams will be reaching out to clarify all of this information, creating unnecessary delays
Changes from Previous WF & Other Notes
Previous Workflow | New & Improved Workflow |
|---|---|
“Hardware Source” choice step used to gatekeep the rest of the workflow - no tasks would spawn until the Hardware Source choice was made. | “Hardware Source” choice step now spawns concurrently with the other 3x required Tasks. |
“mws-on_Source Hardware” attribute on the form (set by the “Hardware Source” choice step) was a *Required field, which prohibited [Edit] and [Update] functions in the Request until the “Hardware Source” was chosen. | “mws-on_Source Hardware” attribute on the form is no longer marked *Required, allowing NIT to [Edit] and/or [Update] the Request as needed. |
The above changes allow NIT to properly communicate with the appropriate Unit Contacts to determine what hardware is needed and where to source it from prior to triggering a WF branch | |
“Order Hardware” task spawned immediately along with all other Tasks in the “Depot or New” Hardware Source WF branch, often triggering Depot to act before all necessary info had been gathered, or even when Depot was not actually needed | “Order Hardware” task is now gated to spawn only upon completion of the new “NIT Verify Hardware” task - this is new for the Onboarding WF, but NIT will recognize it from the MiWorkspace IT Hardware Purchase Request Form & WF |